Who Does what
(See Who we are page for Committee list)
CONVENOR – vacant (currently rotated around committee until position filled)
Ensure Branch acts within the Rules and By-Laws of the Society
Overview of Branch and its activities
Chair meetings of Committee and General Meetings of the Branch or delegates as necessary
MC of monthly branch meetings although this could be shared with others
Liaise with KCDC Library Management
Joint contact person with Secretary for Charities Commission
Preparation of Annual Report with Secretary
Represent Branch at Lower North Island Regional Meetings
SECRETARY – Colin Cameron
Receive all correspondence
Notifying members of Meetings in conjunction with Membership Secretary
Circulate agenda of Committee meetings after consultation with committee
Record minutes of committee meetings and General Meetings of the Branch
Post Office Box key holder (not currently held, see Librarian)
Contact person for Charities Commission
Maintain liaison with NZSG Council, circulate Committee members with relevant
information and furnish reports when and as required
Assist the Convenor in the smooth operation of the Branch
TREASURER – John Miller
Supervision and recording of all financial matters
Advice to Committee on financial matters
Preparation of monthly and annual accounts
Presentation of annual accounts to AGM and for Charities Commission
Liaison with Auditor
DAY MEETINGS – Denice McCarten
Ensure Day meeting schedule kept up to date and relevant parties informed
Coordinate annual programme with Programmes and Activities coordinator
Ensure day meeting welcome table staffed, with name-tags and sign in book available.
Arrange collection of door charges/subs as appropriate and ensure prompt delivery of to the Treasurer.
PROGRAMMES AND ACTIVITIES – Ian Brooking backup Denice McCarten
Organisation of annual programme of events and activities
Organisation of orientation sessions at APFHC
Liaison with presenters and host agencies
Meet presenters at monthly meetings, welcome & introduce them, arrange visual aids and other requirements
Arrange for thank you speech and gift
Ensure programme and calendar of events are kept up to date, and relevant parties informed & sites updated
(Committee, Webmaster, Editor, Google calendar, Facebook, User & Interest Group facilitators)
Ensure all venue bookings are accurately made, coordinating with Facilitators of User & Interest Groups as necessary.
KCC key holder (backup up Lindsay Olsen)
MEMBERSHIP – Lorna Henderson backup Ian Brooking
Keep membership records including subscription payments and contact details
Notification to Committee, Buddy, Meeting Registrars, Editor of new members
Preparation of membership pamphlets and starter packs
Distribution of communications to members and complimentary newsletter list
LIBRARIAN – Beverley Chappell
Maintenance, purchase, cataloguing, sorting of all printed material and books, magazines, newsletters at APFHC
Wed morning facilitated session roster
Keep a register of attendance at research sessions.
Post Office Box key holder
PUBLICITY – Donna Bridgeman
Maintain regular contact with local media outlets for releases and stories
Circulate fliers on Branch programme and activities
Liaise with groups and organisations who could help promote Branch activities
Advise Committee on publicity related matters
NEWSLETTER EDITOR – Sheila Jolley
Receive items for preparation of the monthly newsletter
Prepare, edit and provide newsletter for distribution to members
COMPUTER/EQUIPMENT SUPPORT – Ian Brooking
Point of contact for APFHC computer issues.
Ensure all computers are in working order with the necessary software and consistent programs, browsers, bookmarks etc.
Liaise with technical support and KCDC IT staff as required.
Ensure all systems including microfiche readers and PCs are in good order and arrange for specialist maintenance when required
Ensure user instructions are kept updated.
Hold Branch laptops and backup projector (Lorna Henderson)
RAFFLE ORGANISERS – Stephen Sherring (Evening)/ Rose Demenech (Day)
Organise raffles for monthly evening and day meetings
WEBMASTER – Lorna Henderson, backup Ian Brooking
MAGAZINE ROUND ROBIN MANAGER – Bev Chappell
MEETING REGISTRARS – Donna Bridegman (Evening meeting) May Redmond (Day meeting)
Maintain set of name tags for all current members (printed by Lindsay Olsen).
Ensure monthly evening & day meetings welcome table staffed, with name-tags and sign in book available.
SOUND SYSTEM – Ian Brooking backup Gerard Denton
Provide and set up the regular monthly evening meetings with computer/projector requirements (backup Lindsay Olsen)
HOSPITALITY – Judy Olsen, backup ….
Coordinate refreshment helpers at meetings
Arrange supply of food and drink at monthly meetings and other activities
SCHOOL RECORDS PROJECT – John Glover
Coordinate with local principals.
Coordinate inputting with volunteers.
Liaise with NZSG Projects Coordinator
TRIP ORGANISER – Kathy Callaghan
Organise and provide publicity for trips to eg National Archives, National Library
Contact new member by phone or email.
Confirm new members stage in research (e.g. beginner, intermediate or advanced).
Introduce new members to the resources at the APFHC or suggest they attend a Wednesday morning session at the APFHC.
Make follow up contact with the new member after 3 months to see how they are progressing.
Meet the new member when they attend their first branch meeting and introduce them to other members.
NB The buddy role does not include undertaking research for the new member.
Australian Interest Group – Deborah Shuker
Irish Interest Group – Donna Bridgeman
RootsMagic – Lorna Henderson
DNA – Lorna Henderson
Interest Group Facilitator Duties
Coordinate meeting schedule with Programme officers
Liaise with Programme Officers re meeting dates and room bookings
Provide any publicity information to newsletter editor, particularly changes
Collect door charges/subs as appropriate: ensure prompt delivery to the Treasurer.
Maintain any mailing list of interest group members that may be required
Provide and set up the interest group computer/ projector requirements.
Coordinate with equipment officer as required